ActionAid Nigeria is an affiliate of ActionAid International, an International Non-Governmental organisation registered in The Netherlands with its headquarters in Johannesburg South Africa. ActionAid International works in more than 40 countries in Africa, Asia, Europe and the Americas.
POSITION : Executive Assistant to the Country Director/Board Liaison Advisor
Description
The Executive Assistant (EA) to the Country Director (CD) will be responsible for the management and administration of the Country Director’s Office.
S/he is to support in ensuring that ActionAid Nigeria (AAN) policies and procedures - in collaboration with the other members of the team and the Country Office are fully complied with.
S/he will also manage physical and electronic documents for the Country Director’s office by maintaining documentation, filing systems and contact data base.
In addition S/he will be responsible for coordination of the Governance function, maintaining an interface between the Board and General Assembly members of AAN and the International Governance Unit (IGU); as well as review Memorandum of Understandings (MOUs) within ActionAid Nigeria.
Duties
Programme:
- Act as a liaison person with programme and other relevant units on administrative issues as it relates to the CD’s Office.
- Development and management of the Information Systems within the CD’s office.
- Act as secretary to the Procurement Committee
- Produce and contribute to programme/event reporting.
- Planning and organizing of all activities, workshops and seminars that relate to the office of the Country Director.
- Taking minutes of all strategic meetings involving the Country Director’s Office.
- Representing - when necessary- the CD at for a relating to the progress, advocacy and show-casing of AAN’s work in Nigeria.
Finance:
- Facilitate the financial processes for consultancies and other programme events’ with the support of the Finance Department as it relates to the CD’s Office.
- Produce budgets for events and assist in the development of the programme’s budgets and plans by working closely with the HROE and Finance Units.
Board:
- Coordinate the process of General Assembly (GA) member recruitments and selection ensuring that all organizational equal opportunity parameters are considered
- Coordinate all field visits of Board and GA members to AAN project sites
- Act in an advisory capacity to all members of the governance body especially new members to facilitate their ability to perform effectively.
- Act as an information hub between AAN Management and the Governance Body.
- Ensure proper reporting, documentation and communication of all AAN Governance proceedings
- Coordinate AAN Governance and staff induction; and orientation processes
- Maintain an interface with IGU and AAN Governance body
- Coordinate proper documentation and filing of all AAN Statutory documents with relevant government agencies
General:
- Develop and oversee the implementation of an appropriate and user-friendly record, Management system and ensure files are up to date.
- Administer programme and other internal meetings, and follow up staff and other stakeholders on relevant issues and action points.
- Review of incoming and outgoing Memorandum of Understandings (MOUs) in AAN
Key Working Relationships:
- Internal: All staff
- External: Service providers, Partners, Government Agencies, Board & General Assembly Members, International AA Office and other stakeholders.
Qualifications:
- Barrister-at-Laws (B.L) and Bachelor of Laws (LLB) is essential
- Membership of NIM or relevant professional Institute
Experience:
- 5 years post NYSC experience in Administration is essential
- Excellent working knowledge of Excel, Word & Outlook (MS Office in general) & experience in handling cash
- Experience in working with international development of NGO agencies.
- Office administration experience is essential
- Experience designing and co-ordinating training/meetings is essential
- Experience in managing Local Area Network
Skill/Abilities:
- Excellent (proven) interpersonal skills
- Oral and written communication skills
- Strong analytical/problem solving skills.
- Fluency in spoken and written English language
- Highly numerate
- Excellent planning and prioritisation skills
- Ability to think Strategically
- Multi-tasking skills
- Negotiation skills
Personal Qualities:
- Willing to work additional hours at crucial times.
- Self motivated person able to work without close supervision
- Effectively promote AAN’s mission values, and objectives
- Creative and takes initiative.
- Able to work effectively in a diverse team environment
- Good motivator of others
- Team player
How to Apply
Candidates should download the Application Form fill and submit to: vacancy.nigeria@actionaid.org with position applied for and location as the subject
Sorry the application deadline for this job has elapsed
